Job Description
The Executive Office of Veterans Services (EOVS) is the Commonwealth of Massachusetts primary support and advocate for Veterans and their families. The mission of EOVS is to advocate on behalf of all the Commonwealth's veterans.
As an Administrative Assistant, you will supports the EOVS National Service Officer in assisting local Service Officers, veterans, and their dependents with claims with the Department of Veterans Affairs. Duties include coordinating program activities, providing technical guidance, ensuring compliance with policies, managing correspondence and records, and assisting with documentation and benefits access. Maintains confidentiality, adapts to changing needs, and ensures high-quality support through effective communication, problem-solving, and organizational skills. Additional responsibilities include monitoring office supplies, attending training, and collaborating with agency personnel and external partners.
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Duties & Responsibilities:
- Coordinate and monitor assigned program activities to ensure effective operations and compliance with established standards.
- Provide technical assistance and guidance to agency personnel and others to exchange information, resolve problems, and ensure adherence to policies, procedures, and standards.
- Respond to inquiries from agency staff and others to provide information regarding assigned programs.
- Maintain liaison with private, local, state, and federal agencies to exchange information or resolve issues.
- Perform related tasks, including coordinating and attending meetings or conferences, maintaining records, and preparing reports.
- Assist in preparing cases for VA consideration, appeals, and hearings.
- Ensure compliance with all State and Federal standards for confidentiality and privacy of client information, documents, and cases.
- Review and record emails, correspondence, and rating decisions into Vetra Spec daily.
- Explain VA rules and regulations to veterans.
- Complete access requirements for employees to use VA computer programs.
- Provide copies of VA-generated letters for purposes such as tax abatements, RMV requests, commissary, or loan documentation. Attend scheduled training sessions.
- Monitor and order office supplies as needed.
- All other duties as assigned.
Qualifications:
- Knowledge of the principles and practices of human resource management including behavioral techniques, planning, forecasting, organizational development, etc.
- Knowledge of work simplification methods.
- Knowledge of the methods used in the preparation of charts, graphs, and tables.
- Knowledge of the methods of general report writing.
- Ability to understand, explain and apply the laws, rules, regulations, policies, procedures, etc. governing assigned unit activities.
- Ability to analyze and determine the applicability of data, to draw conclusions and make appropriate recommendations.
- Ability to gather information by examining records and documents and by questioning individuals.
- Ability to assemble items of information in accordance with established procedures.
- Ability to determine proper format and procedure for assembling items of information.
- Ability to maintain accurate records.
- Ability to prepare and use charts, graphs, and tables.
- Ability to prepare general reports.
- Ability to write concisely to express thoughts clearly and to develop ideas in logical sequence.
- Ability to follow written and oral instructions.
- Ability to give written and oral instructions in a precise, understandable manner.
- Ability to communicate effectively in oral expression.
- Ability to supervise, including planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources; controlling work through periodic reviews and/or evaluations; determining subordinates' training needs and providing or arranging for such training; motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action.
- Ability to establish rapport with others.
- Ability to establish and maintain harmonious working relationships with others.
- Ability to deal tactfully with others.
- Ability to adjust to varying or changing situations to meet emergency or changing program requirements.
- Ability to exercise sound judgment.
- Ability to exercise discretion in handling confidential information.
Qualifications Acquired on Job:
- Training on programs impacting Veterans.
- VetraSpec / Tyler Veteran Benefits process training will be provided upon hiring.
- Knowledge of the Organizational structure and functions of the agency.
- Knowledge of the proper procedure for making and receiving agency calls.
- Knowledge of the laws, rules, regulations, policies, procedures, specifications, standards, and guidelines governing assigned unit activities.
- Knowledge of the types and uses of agency forms.
- Knowledge of the laws, rules, policies, and procedures governing Federal Grant Administration
About the Executive Office of Veterans Services:
On March 1, 2023, Governor Maura T. Healey and Lieutenant Governor Kimberley Driscoll established the Executive Office of Veterans Services. The office oversees programs and services for Massachusetts veterans, including Chapter 115 benefits for eligible veterans. It also manages the state's two Veterans Homes in Holyoke and Chelsea and the Memorial Cemeteries in Agawam and Winchendon.
Pre-Offer Process:
For BU and MI-MIV
A criminal background check will be completed on the recommended candidate as required by the regulations set forth by the Executive Office of Health and Human Services prior to the candidate being hired. For more information, please visit http://www.mass.gov/hhs/cori
Education, licensure and certifications will be verified in accordance with the Human Resources Division's Hiring Guidelines.
Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth's website.
Qualifications
First consideration will be given to those applicants that apply within the first 14 days.
MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) two years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, or (B) any equivalent combination of the required experience and the substitutions below.
Substitutions:
I. A Bachelor's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.
II. A Bachelor's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.
*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.
Comprehensive Benefits
When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.
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An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply.
The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.